Overtime and Time Off in Lieu (TOIL)

Content

• Purpose
• Scope
• Policy
• Working Week
• Additional Hours
• Time of in Lieu (TOIL)
• Paid Overtime
• Procedures
• Monitoring and Review 

Purpose

1. This policy is intended to provide clarity on entitlements and procedures to be followed by employees and managers in regard to hours worked in addition to the contracted working week.

Scope

2. This policy relates to all UCL employees on UCL Terms and Conditions.

Policy

Working Week

3. The full-time hours for Research and Professional Services Staff are detailed in contracts of employment. 

4. The working arrangements are determined by the Head of Department. Where work involves regular working outside normal office hours, such conditions will be specified in the contract of employment.

5. Specific clinical arrangements such as additional programmed activities or on-call activity will be arranged and paid in line with UCL terms and conditions.

6. Where an employee holds two or more contracts with UCL, each shall be treated separately when calculating additional hours/overtime.

7. The contracted working week plus any agreed additional hours should be consistent the UK Working Time Regulations requirement. Regular monitoring of overtime usage will be undertaken by UCL.

Additional Hours

8. At certain times, working additional hours will be needed by UCL.  In such cases, as much warning as practicable will be given some overtime may occur at short notice due to sickness and/or emergencies. Time worked in addition to the contracted working week by staff in all Research and Professional Services grades will be compensated by equivalent time off in lieu (TOIL).  Where TOIL is not practicable for staff in Grades 1 – 6, overtime working may be paid (in arrears).

9. Any working  of additional hours must  be agreed in advance with the line manager.

Time of in Lieu (TOIL)

10.  Time worked in addition to the contracted working week by staff in all Research and Professional Services grades will be compensated by equivalent time off in lieu (TOIL). 

11. Where significant additional hours are required of an academic member of staff (e.g. a whole non-working day is given up to working at a student recruitment event held on a Saturday), then TOIL may be given for those hours.

12. A suitable time for taking TOIL will be agreed between the employee and manager in advance of the time being taken and, wherever possible, will be within 3 months of the TOIL having been accrued.

Paid Overtime

13. In exceptional circumstances, where TOIL is not practicable for staff in Grades 1 – 6, the budget holder may agree in advance that overtime working will be paid (in arrears).

14. The rates of pay for overtime are:

15. UCL retains the right to terminate overtime worked on a regular basis and as much notice as practicable will be given.

16. The employee can submit a claim for overtime by completing an online form.  The form must be submitted by the payroll deadline, to ensure payment at the end of the relevant month.

17. This form requires approval from your manager or from the departmental administrator. This form will also allow a departmental administrator to submit on behalf of an employee where necessary, which will require additional approval (This cannot be given by the same person who submits the form due to segregation of duties requirements). 

18. Please note, only seven days of overtime can be submitted in one form, if you have more than seven days then separate forms will need to be submitted. 

Pensions 

19. Overtime paid to employees in the CARE section of SAUL is treated as pensionable.

Help and Queries

20. If you have any questions contact MyServices. 

Monitoring and Review

21. The HR Employment Policy Team will keep the operation of this policy under review.

HR Employment Policy

September 2024